Life Cycle of Records

  • Creating records
    If it's important, write it down! Information is of no enduring use to anyone (including yourself) if it only exists in your head.
  • Capturing records
    When you document something that is relevant to your University role, or has some continuing value to the University, capture it as a "University" record.
  • Ensuring records are reliable
    Documents should be a true and accurate picture of what happened, and they shouldn't be interfered with at a later date.
  • Ensuring records are locatable
    When filing a record, don't just consider whether you will be able to find it again, but whether others will be able to find it in the future.
  • Managing access to records
    Managing who gets access and on what terms is just as important as capturing documents in the first place - but the University should only restrict access to its records when there is a good reason to do so.
  • Storage and retention of records
    Keep records for as long as the law and commonsense requires, and store them in a safe place where they will be preserved in good condition and can be located with minimum effort.
  • Disposal of records
    If you register the existence of records in Content Manager, then disposal and archiving will occur automatically.
  • Archiving of records
    Some of your records are tomorrow's precious archives!